Operations Associate

The incumbent normally works under the supervision of the (Senior) Operations Officer. S/he performs a variety of functions related to the instructions and guidelines for UNHCR in the Regional Bureaux and in the Field about reporting, implementation and Planning for projects within a certain geographical area.

S/he works quite independently on regular assignments with an oversight from the supervisor who provides general guidance and work plans for identifying work priorities and appropriate approaches. Work is controlled for meeting expected results and conformity to policy and procedures.

The Incumbent does not normally have a direct supervisory role. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the Organization and with local suppliers/services/ partners normally on routine subject matters.

All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR’s core values of professionalism, integrity and respect for diversity.

• Review operational data, regional and country operations plans and ensure that plans are correctly set up by verifying indicators, budget lines, prioritization and apportioning.

• Create reports; conduct regular regional, operation-specific and comparative analyses of plans through COMPASS, Cloud ERP, Power BI - Results Data Portal and Workday to create appropriate tables for Operations Officers.

• Use tables to detect and quickly show inconsistencies and/or system problems, possible programme shortfalls and advise field operations accordingly.

• Assist in training of staff to build capacity in: COMPASS, Cloud ERP, Power BI - Results Data Portal and Workday.

• Initiate administrative processing of implementing instruments, sub-agreements and closure of projects at the Operations level.

• Provide administrative and operational support across a range of programme activities, including but not limited to processing field requests related to financial transactions, procurement actions, and documentation for internal review and approval processes (e.g., Committee on Contracts, Budget Committee), ensuring compliance with relevant procedures and timelines.

• Contribute to the preparation of plans, reports, project documents and submissions for donor funding by drafting and reviewing text and preparing budgets.

• Prepare background information of use in discussions within the Country Operations, Bureau, Divisional Support and field Offices.

• Follow-up, in close coordination with the field, on the purchase requests with the concerned units at Headquarters and prepare draft memos with field inputs for submission to Committee on Contract.

• Liaise with Donor Relations, maintains records of status of contributions, commitments, availability of funds, compiles data and produces financial reports to be attached to Appeals or reports.

• Keep track of up-dated Fact-Sheets of Country and Regional Operations.

• Gather information from the press and other public sources to facilitate the Operations Officers analysis of political and social developments impacting on UNHCR’s operations.

• Enforce compliance with UNHCR’s global strategies, protocols and guidelines.

• Decide which issues of inconsistency and/or non-compliance with RBM processes and deadlines have to be brought to the attention of Operations Officers, senior management and country/regional operations.

• Support the identification and management of risks and seek to seize opportunities impacting objectives in the area of responsibility. Ensure decision making in risk based in the functional area of work. Raise risks, issues and concerns to a supervisor or to relevant functional colleague(s).

• Perform other related duties as required.

For G6 - 3 years relevant experience with High School Diploma; or 2 years relevant work experience with Bachelor or equivalent or higher

Not applicable.

Business Administration,                  Economics,                         Political Science,                             Law

(Certificates and Licenses marked with an asterisk* are essential)

In depth knowledge of/previous experience in COMPASS, Cloud ERP and Power BI - Results Data Portal and/or other RBM systems analysis. Understanding of the basics of IPSAS.

Training in programme design, monitoring & evaluation. Completion of UNHCR learning programmes relevant to the functions (e.g. OMLP). Knowledge of UNHCR's operational rules and procedures. Direct experience as Programme or Operations Associate and in COMPASS development training.

IT-Computer Literacy;

DM-Data Management;

PG-Resource Planning;

PG-Results-Based Management;

PG-UNHCR's Programmes;

IT-Enterprise Resource Planning (ERP);

(Functional Skills marked with an asterisk* are essential)

For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.

For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.

For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.

All jobs at UNHCR require six core competencies and may also require managerial competencies and/or cross-functional competencies. The six core competencies are listed below.

Accountability

Communication

Organizational Awareness

Teamwork & Collaboration

Commitment to Continuous Learning

Client & Result Orientation

Managing Resources

Analytical Thinking

Planning and Organizing

All UNHCR workforce members must individually and collectively, contribute towards a working environment where each person feels safe, and empowered to perform their duties. This includes by demonstrating no tolerance for sexual exploitation and abuse, harassment including sexual harassment, sexism, gender inequality, discrimination, and abuse of power.

As individuals and as managers, all must be proactive in preventing and responding to inappropriate conduct, support ongoing dialogue on these matters and speaking up and seeking guidance and support from relevant UNHCR resources when these issues arise.

This is a Standard Job Description for all UNHCR jobs with this job title and grade level. The Operational Context may contain additional essential and/or desirable qualifications relating to the specific operation and/or position. Any such requirements are incorporated by reference in this Job Description and will be considered for the screening, shortlisting and selection of candidates.

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Occupational Safety and Health Considerations:

To view occupational safety and health considerations for this duty station, please visit: https://wwwnc.cdc.gov/travel [link removed].

Nature of Position:

Living and Working Conditions:

Skills

Certifications

https://icsc.un.org/Home/SalaryScales [link removed]

Compendium